Reviewing Inbound EDI 810 Invoices

When your system receives an 810 invoice from an EDI vendor, it adds the document to the EDI 810 Invoice Review Queue with an active status. If the purchase order number is valid and the invoice number is not a duplicate, the system creates a payable and attempts to match the invoice to a purchase order.

View a summary of the active invoices in the Active view of the EDI 810 Invoice Review Queue screen. To view information on mismatches, see the unsuccessful matches information below including the Product Matching Audit available from the queue.

Note: Users must be assigned the EDI.IN.REVIEW authorization key to access the review queue.

Use the queue to review the invoices and to complete the following tasks:

• Reprocess 810s in the queue that were unable to make a match when they entered the queue. For example, if the invoice arrives before the order is received, the system cannot match the invoice to the purchase order. The result is no match.

• Clear approved invoices.

• Review invoices that were not approved and that have variances.

• Delete invoices from the Active view that no longer require your attention. For example:

• The invoice is a duplicate.

• You cancel the payable.

• The payable is in a closed period.

• No payable has been created for the entry.

To display the EDI 810 Invoice Review Queue:

1. Do one of the following to display the EDI Review Queue Selection Criteria window:

• From the System > Systems Programming > EDI > EDI Review Queues menu, select 810 Invoice (Inbound).

• From the A/P menu, select EDI 810 Invoice Review Queue.

2. Enter the selection criteria and click OK to populate the EDI 810 Invoice Review Queue with invoices that match the criteria.

   Field	Description
   Sort By	Sort order of selected items. The default is Ascending By Date. Select from the following options: Ascending By Date - Sorts the items from oldest to newest by the received date for invoices or by the ship date for acknowledgements and ASNs. Descending By Date - Sorts the items from newest to oldest by the received date for invoices or by the ship date for acknowledgements and ASNs. Ascending By Trading Partner - Sorts the items in alphabetical order by trading partner name. Descending By Trading Partner - Sorts the items in reverse alphabetical order by trading partner name.
   User ID	User ID of the user assigned to review incoming 810s. This field defaults to your user ID. To review 810s for all users, leave this field blank. You must have Level 1 authorization in the EDI.IN.REVIEW authorization key to view your own entries in the EDI 810 Invoice Review Queue. Level 2 authorization is required to view other user's entries.
   Branch	Branch to which the invoices are assigned. Enter all for all branches.
   Vendor	Vendor who sent the invoices. To review 810s from all vendors, leave this field blank.
   View	Review status of an 810 invoice. Displays invoices based on one of the following statuses: Active - 810s requiring review that have not been cleared from the queue. Archived - 810s older than the number of days specified in the Archive EDI Review Queue Documents After (Days)control maintenance record. In the Directory field, select the month and year to access. Cleared - Reviewed 810s that have been cleared from the queue.
   Start Date	First date in a range for which to view invoices. For example, if you want to review all invoices received in July 2006, enter 07/01/06 in this field and 07/31/06 in the Select End Date field.
   End Date	Last date in a range for which to view invoices. For example, if you want to review all invoices received in July 2006, enter 07/01/06 in the Select Start Date field and 07/31/06 in the End Date field.
   PO #	Purchase order number associated with the invoice. The system searches for all generations of the purchase order number you enter. For example, if you wanted to see only invoices received that match generations of purchase order P1067075, enter P1067075 in this field. To search all purchase orders in the system, leave this field blank.
   Invoice	Specific vendor invoice number. To display all invoices, leave this field blank.
   AP #	System-assigned payable number of the accounts payable entry associated with the invoice. For example, if you want to see only invoices reconciled on payable Y109779, enter Y109779 in this field. To search all payables, leave this field blank.
   Invoice Type	Type of invoice to display in the queue: Purchase Orders - Payables resulting from a standard purchase order in the system. Directs - Payables resulting from an order that goes directly from your vendor to your customer. Items on direct orders do not pass through your inventory at your warehouse, however, the dollars are still posted in and then out by your accounting group. Freight - Payables that include freight charges. Tagged -  Payables that result from purchase orders that are tagged to sales orders. Tagging occurs when an item on a purchase order is procured outside the normal path of replenishment. Canceled - Payables that have been canceled in the system. Problem - Payables that do not have a valid sales order or purchase order number. Lot Item - Payables that include lot items. Job Management - Payables that include items from Job Management orders.
   Pay To Vendor	Select a pay to vendor by which you want to display the queue.

The summary information for each invoice displays.

Note: To refine or change your search, select Edit > Select and enter new selection criteria.

3. From the Edit menu, select Clear Approved to clear all approved entries from the Active view of the queue and move them to the Cleared view.

To research unsuccessful invoice matches:

1. Display the EDI 810 Invoice Review Queue.

2. Use any of the following options to research any unsuccessful invoices matches:

3. Exit the EDI 810 Invoice Review Queue.

More Options When Using the EDI 810 Invoice Review Queue

The following are additional options you can use when reviewing EDI invoices in the EDI 810 Invoice Review Queue:

View Options on the EDI 810 Invoice Review Queue

Use the View Manager or select Options > Change View to select from the following:

See Also:

EDI Review Queues Overview

Structure of Inbound EDI Review Queues

Reprocessing EDI 810 Invoices

EDI 810 Invoice Match Levels